🎯 Goal: Understand how job numbers function works in Streamtime and how to set up a system that works best for your agency.
🕰 Est. Time: 5-10 minutes
🔑 Requirements: Access to Settings > Account Settings in Streamtime
Numbering jobs helps keep things organised and easy to track. It makes it simple to find projects, avoids mix-ups, and keeps communication clear. Plus, having a structured system makes reporting, prioritisation, and financial management smoother by linking invoices and costs to the right jobs. In short, it helps everything run more efficiently.
There’s no one-size-fits-all approach to job numbering, and Streamtime gives you the flexibility to use a system that works best for your agency. In this article, we’ll go through some common options and how to set them up in Streamtime.
🚫 No Job Numbers
Not using job numbers can work for small teams, simple projects, or creative workflows where detailed tracking isn’t needed. If you prefer a more flexible approach, Streamtime’s labels can help organise work by client, project type, or status without rigid numbering. Labels make searching and filtering easy while keeping things clear. Learn more about using labels in Streamtime here.
💡 How to Use No Job Numbers
1. 🛠️Access Your Company Settings
1. 🛠️Access Your Company Settings
Head to the Settings menu, navigate to Account Settings, and open Your Company Page.
2. 🔧 Turn Off Job Numbering
2. 🔧 Turn Off Job Numbering
Scroll down to the Job Numbering section at the bottom left, then select 'Don't use job numbers' to disable them.
🔄 What Happens Next?
🔄 What Happens Next?
Once you’ve made this change, you won’t be prompted to enter a job number when creating a new job. Any existing job numbers in your system will remain as they are, so you won’t lose any historical data.
🤖 Auto Assign Job Numbers
Streamtime can automatically assign job numbers in a simple sequence (1, 2, 3, 4). This saves time, keeps things consistent, and makes tracking jobs easy. It removes the need for manual entry, prevents duplicates, and keeps workflows straightforward—no complicated numbering systems needed.
❓How to Auto Assign Job Numbers
1. ⚙️ Open Settings
1. ⚙️ Open Settings
Go to Settings, then select Account Settings, and click on Your Company.
2. ✅ Enable Auto Assign
2. ✅ Enable Auto Assign
In the Job Numbering section (bottom left), tick the box for Auto assign job numbers.
3. 🔢 Choose a Starting Number
3. 🔢 Choose a Starting Number
You'll see a prompt to choose a starting number—Streamtime will show your last job number as a reference.
🔄 What Happens Next?
🔄 What Happens Next?
Now, whenever you create a new job, you won’t need to enter a job number.
Streamtime will automatically assign the next number in line—no extra steps needed!
🍹 A Mix of Numbers and Job/Client Codes
If you want both flexibility and control over your job numbers, Streamtime’s hybrid solution lets you mix letters and numbers by combining job or client codes with numeric sequences. Instead of auto-assigning job numbers, Streamtime will prompt you with the last used job number for your company and the overall last used job number, giving you the freedom to customise your numbering system to fit your needs.
This approach offers the best of both worlds—structure and flexibility. By allowing you to customise job numbers while still providing a reference point, it ensures consistency without being rigid. This is especially useful if you use different numbering conventions for specific clients or project types, making it easier to track jobs at a glance. Plus, since numbers aren’t auto-assigned, you stay in control and can keep your workflow aligned with how your agency operates.
🤔 How to Setup a Mixture of Numbers and Job or Client Codes
⚙️ Step 1: Head to Your Company Settings
⚙️ Step 1: Head to Your Company Settings
First, go to Your Company Page under Account Settings in the Settings menu.
🔢 Step 2: Update Your Job Numbering Preferences
🔢 Step 2: Update Your Job Numbering Preferences
Scroll down to the Job Numbering section in the bottom left. Select We use a mixture of numbers and job or client codes.
🔄 What Happens Next?
🔄 What Happens Next?
Now, when you create a new job, you’ll have a few options:
Use the next job number for this company
Use the next overall job number
Or, if you prefer, you can leave the job number field blank or enter a custom job number
❓ Frequently Asked Questions
🧑🤝🧑 How do I handle duplicate job numbers
🧑🤝🧑 How do I handle duplicate job numbers
Uh-oh, found duplicate job numbers? No stress—here’s how to fix it:
Spot which jobs share the same number.
Jot down details for both jobs to keep track.
Pick one job and give it a fresh number.
Update any related docs and loop in the team.
To avoid this in the future, consider setting up auto-assign for job numbers.
Simple, right? Now you’re all set!
🙋 Can I change a job number after creating it?
🙋 Can I change a job number after creating it?
Yes, you can change a job number after creating it in Streamtime. To do this, go to the Settings tab of the job. You'll find the Job Number field there, which you can edit, but it’s best to avoid doing so since it can mess with reporting and tracking. If you really need to update it, just make sure to update all related documents and give your team a heads-up!
👨💼 What happens to job numbers if I switch between different numbering systems?
👨💼 What happens to job numbers if I switch between different numbering systems?
Switching numbering systems? No worries—your existing job numbers stay as they are! The new system only kicks in for jobs created after the change, so all your past data stays safe while you move forward with the fresh setup.
🧑🔬 Is there a limit to how many digits I can use in job numbers?
🧑🔬 Is there a limit to how many digits I can use in job numbers?
Streamtime works with both short and long job numbers, but keeping them short and sweet makes life easier! We recommend sticking to 4-6 digits—it’s simpler to reference, communicate, and avoids unnecessary hassle.
Job numbering in Streamtime is super flexible, so you can set it up in a way that works best for your agency. Whether you skip job numbers altogether, let Streamtime auto-assign them, or mix it up with custom codes, just pick what fits your workflow best!
And don’t stress—if your business grows or your needs change, you can tweak your job numbering system anytime. The key is to stay consistent and make sure everyone on your team knows how jobs are tracked.
Got questions or need a hand? Reach out to the customer success team—they’re always happy to help!